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PRIVACY POLICY
The purpose of this policy is to clarify how EventPlan coordination & management inc. adheres to governing privacy legislation(s), handles the protection of personal information and allow individuals to unsubscribe from contact databases we may be managing for clients.
EventPlan is an independent meeting planning firm. EventPlan works with organizations on a contract-basis to plan and execute conferences and other events. Registration and event marketing/promotion is often a large part of the services in a contract. Collection of personal information through registration or for promotional purposes, and use of such information for marketing and promotion, is common.
When working with a client database or project, EventPlan does the utmost to ensure that information has been or will be lawfully collected and will be lawfully used and disclosed, according to the privacy policy governing that organization.
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The Personal Information Protection and Electronic Documents Act (PIPEDA) is Canada's federal privacy legislation. This legislation is applicable to organizations that are federally operated or that disclose personal information [operate] across provincial or national borders for consideration.
- The Personal Information Protection Act (PIPA) is Alberta's provincial privacy legislation. This Act supersedes the federal one for organizations operating within Alberta's provincial borders.
For additional information on this policy or to inquire about your personal information in a database that EventPlan may be managing, please contact a security officer - Unni Soelberg-Claridge or Stephanie Barkley at info@eventplan.net.
EVENTPLAN'S CONFIDENTIALITY POLICY
EventPlan staff adhere to EventPlan's Confidentiality Policy at all times. However, any personal information collected on behalf of a client, during the course of the planning process, will be fully disclosed to them upon their request and at the close of the project.
- Security: All forms on www.eventplan.net are 128-bit SLL secure. The data is inputted into a password-protected log file. Contact information and registration information may be transmitted via electronic mail but sensitive Credit Card information is never transmitted; it can be only retrieved from the encrypted log file by password. Fax transmissions are received by a fax machine under lock and key. Faxes can only be accessed by designated EventPlan staff.
- Confidentiality: EventPlan does not disclose personal information to any individual or organization, other than the client, unless such is required to complete the registration process, required to effectively execute the event, approved by the individual, or required by law. At no time is Credit Card information disclosed to anyone outside EventPlan except as required to process the Credit Card transaction or as required by law. Electronic records are maintained for the duration of the project, and may be stored for up to 3 years, on a password- and firewall-protected server. Personal information may be transported or transmitted electronically under password protection. Hard copies of records are maintained for the duration of the project, and may be stored for up to 3 years or as required by the Canada Revenue Agency, and are stored under lock and key, accessible only by designated EventPlan staff.
- Purpose: Information collected through registration processes will be used to complete the registration and will be maintained in a registration database. Subsequently, this information may be used to provide information and promotional materials for the project which the individual registered for and/or for other similar projects. Individuals may choose not to be included in such informational and promotional databases. This information will not be disclosed or used for other purposes without the permission of the individual.
last update: 10/20/04
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